June 9, 2011
To: UCOP Community
From: Executive Vice President Nathan Brostrom
I am pleased to announce, effective July 1, 2011, the establishment of centralized procurement and management of standardized desktop/laptop computing equipment at UCOP. The Technology Asset Management Program will achieve efficiencies and cost savings, and foster a consistent computing environment across departments.
The program gives departments some fiscal relief this year by lowering the monthly technology recharge (formerly called the CAF) and expanding the services covered by the recharge. Further, because computers will be replaced when warranties expire, departments no longer will need to budget for computers beyond the monthly recharge, provided they use the standard computing bundle.
Other program benefits include:
Implementation
I have charged IR&C with implementing the program, including the selection of the standard computing bundles (computer, software, monitor, keyboard, and mouse) that UCOP staff will use. Note that to control purchase and support costs, only a very few exceptions to the standard bundles will be allowed for justified business needs. This August, IR&C also will launch a “computer refresh program” to replace departments’ oldest equipment. UCOP CIO Paul Weiss will provide more details about implementation shortly.
Technology Infrastructure Fee
The program is funded through a monthly departmental recharge per employee. This technology infrastructure fee (TIF) replaces and is lower than the current monthly recharge, the communications access fee or CAF. The TIF covers networking, phones, and voicemail, as well as standard computing bundles. After a year, we will analyze the program’s actual costs and may adjust the TIF at that time.
Program Flexibility
UCOP must commit to standardization in order to reap savings. I recognize, though, that certain business functions necessitate the use of nonstandard hardware. In those special cases, departments may submit requests for approval to purchase nonstandard equipment. Departments also may purchase any nonstandard software required for business needs, as well as any peripherals not included in the standard bundle.
The Technology Asset Management Program not only will reduce costs and administrative burden, but also will put UCOP in a better position to more seamlessly adopt technology solutions in the future, such as virtual desktops for certain functions. Please let me know if you have any concerns or suggestions.
